Simplify the Management of complex Production Workflows

Unified Publishing Process

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about-upp

About UPP

With the arrival of digital magazines for smartphones and tablets, publishers, corporates and marketing organizations are finding that their publishing workflows are less than fully integrated, and that many legacy systems in place today are simply not up to the task. The situation is much like it was years ago when online publishing first took off: Companies frequently see the publication of tablet editions as a separate and often insular task rather than part of a greater whole. What’s more, conventional and corporate publishers have to cope with several different platforms (iOS, Android, Windows, etc.). This drives the cost of making high-quality apps and creates demand for uniform, process-driven and highly automated means of production.

Unified Publishing Process has taken a holistic approach to creating, managing and rendering contents for print, tablet, Web, mobile applications and whatever other platforms the future may bring.

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the-digital-universe
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44 Zettabytes

The digital universe is not unlike the physical universe in that they are both vast. In 2013, it was estimated to contain around the same number of digital bits as there are stars in the universe. The source of this figure was an EMC study conducted with the IDC and published in May 2014 called “The Digital Universe”. And it is growing fast with all the data we generate and copy.

This figure is expected to increase tenfold by 2020, to 44 zettabytes (ZB) or 44 trillion gigabytes. If that number seems too abstract, consider this: If this data was to be loaded to iPads (iPad Air, 128 GB) and the devices were to be stacked, the tower of tablets would be 6.6 times as high as the distance from the earth to the moon.

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1 Zettabyte (ZB) = 1 000 000 000 000 000 000 000 Byte

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Where is all this data coming from?

Some 7 billion people populate the planet, around 3 billion of whom browse the Internet’s 1 billion or so websites. With every second that passes, we collectively receive and send around 2.4 million emails, post 9,825 tweets, launch nearly 50,103 Google searches, watch 105,794 YouTube videos and make 1,853 Skype calls, generating some 29,118 gigabytes of web traffic. Around 187 trillion devices or “things” (tablets, smart phones, cars, refrigerators and gadgetry with sensors) are connected to the Internet, but only 7% are linked to each other. Surprisingly, this IoT, or Internet of Things, makes up just a small portion of the digital universe. However, the proportionate share of connected “things” will grow to 15% by 2020.

The actions of individuals – emails, blogs and other posts, tweets, photos, videos, etc. – account for most of this data load, around 70% of the digital universe. Companies, in turn, use nearly 85% of this data, for example, for user accounts, email addresses, geo data and so on.

every-second

Every Second

9825

Tweets

2400000

Emails

50103

Google Searches

105794

YouTube Videos

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How do we handle this deluge of data?

‘Big data’ is the latest IT catchphrase these days, following hard on the heels of the buzzwords ‘cloud’ and ‘collaboration’ bandied about by many businesses and their IT managers. The general idea may go by many names, but it all boils down to a couple of key challenges. One is, “How do I reel in the big fish in this ocean of data?”

A great deal of effort is being exerted to compile increasingly accurate customer and user profiles, the point being to target products and advertising with greater precision. However, businesses are also looking for better ways of structuring their information processing, so the other big challenge is, “How do we get the right information to the right person at the right place, in the right quality and at the right time?”

 
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A symphony of specifics

Companies are not just concerned about managing and analyzing individual content or tidbits of information more efficiently. Many want to combine these specifics dynamically to create new, more complex content. For example, these bits and pieces could be merged to generate larger contracts, documentation for projects, sales collateral, product flyers and corporate publications such as annual reports, customer magazines and employee newsletters in digital formats, as well as in print should demand dictate it.

Publishers and Corporates have been making magazines and corporate publishing for a long time. Although most were launched as printed publications, many have also been available on the web for years. And lately we are seeing more and more tablet and smartphone editions hit the virtual stands.

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Island solutions rather than efficiency

A few generalities about media and corporate publishers’ printed output have held true over the years. The products of linear workflows, they featured elaborate layouts and well-researched articles that delved deep into the details.

Online publications brought other advantages to bear, in particular, streamlined workflows and content that is very much up to date. Each area was an island unto itself, with conventional editorial systems built for one purpose and web CMSs for another.

The revenue divide was vast in the beginning, and efficiency was not a top priority in light of cost-benefit considerations. This situation was exacerbated when tablets arrived on the scene. The first priority was to test the waters to see what could be done and what should be done to attract readers.

If ‘delivering’ systems such as the Adobe Digital Publishing Solution with print and web ‘production’ systems were connected at all, this ‘integration’ was often limited to little more than copy & paste. Much was reformatted and edited manually. It was already a challenge to cater to iOS and iPads with 1024×768 pixels resolution, but that complexity was soon compounded when Android and Windows tablets and Apple‘s Retina Display arrived. Preparing publications individually for so many different formats was hardly a feasible business proposition. Smartphones finally relegated the notion of purely manual workflows to the realm of the absurd.

The result of this fast-rising swell of digital output formats is a deluge of content and data, as well as immense time and cost pressures that threaten to swamp corporates, marketers and publishers.

It is time to chart a new course.

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taming-complexity-intro

Taming Complexity

Publishing has become a very elaborate undertaking, and only IT can tame this complexity. The publishing workflow is evolving into something of a value chain within the company. The more efficient this process can be made to be, the more time and costs can be saved along the way. These untapped resources may then be devoted to create quality content or shorten time to market cycles.

The factors that figure most prominently in the publishing value chain are:

taming-complexity

Manage Efficiently

Efficient ways of managing and converting all content highly automatically.

Reuse Content

The ability to reuse multimedia content in multiple channels and devices

Integrate Sources

Integrated external and internal sources and service providers

Shorten Time-To-Market Cycles

The means to quickly test new printed and digital projects

Optimize Your QA

Quality assurance for both content and technical function

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Why do so many established systems fail to deliver?

Modern content management systems address every output channel and map out workflows for text, images, layouts and any other type of object. However, automated routines and process control soon separate the wheat from the chaff. Most systems fall short of the mark when it comes to automation, which is particularly disappointing because so many routine cross-media publishing chores are done manually. It would save the user so much time if these chores were automated.

Third-party asset management, web content management and planning systems can be such valuable assets if they can be integrated and controlled. This is why services furnished by providers and system integrators are important. They bridge the gap between the publishing platform and the working environment.

The various systems that contribute to conventional publishing workflows are largely autonomous, operating without a higher level of control. Often they are integrated by way of a customized rather than a standardized solution. Most systems lack process-driven emergency response mechanisms, where the issue is forwarded, automatically and directly, to the person responsible in an emergency situation.

Some lack the means to define dependencies between objects, for example, to check if a horizontal or vertical layout for a tablet edition is ready to go before the issue is delivered. Often workflows are purely linear so that individual tasks cannot be returned to the sender, be it an entire team or a specific team member, for revision.

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Borrowed from industrial manufacturing: The holistic outlook

Again, cross-media publishing is a demanding pursuit involving some rather complex processes. It cannot be done without a scalable platform that is highly automated, unified and able to accommodate all those complicated processes, at least not with any measure of efficiency. And it requires a holistic, big-picture outlook, especially if editing processes and marketing processes are to be consolidated in the editorial offices and newsrooms that are in place today and across marketing, sales and other corporate divisions. As studies attest, complex industrial manufacturing and commercial supply chains presented the same sort of dilemma.
This problem has been solved with rigorous supply chain management (SCM). The notion of end-to-end control over workflows that incorporate automated processes has been tremendously successful. SCM is shorthand for the planning and management of all supply and logistics tasks, from selecting suppliers to procuring, manufacturing, and delivering goods. It is the tool used to coordinate collaboration among all the players, suppliers, merchants, logistics service providers and customers. SCM integrates management within the confines of an enterprise and beyond its boundaries.
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The rewards of a holistic approach by Supply Chain Management:

40

Up to 40 % Lower Costs

20

Up to 20 % higher service level

Process Optimization by Supply Chain Management:

  • Synchronize Processes
  • Standardize Processes
  • Prevent Errors
  • Improve Manufacturing Systems
  • Train and Qualify Employees
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On the road to success with rigorous implementation

The Supply Chain Management Institute (SMI) of the European Business School (EBS), the management consulting firm McKinsey & Company, and the Bundesvereinigung Logistik (BVL or German federal logistics association) joined forces to conduct a study called My Chain Delivers. It investigated to what extent optimum SCM contributes to a company’s business success. The rewards of such a holistic approach to optimization are up to 40 percent lower supply chain costs, up to 20 percent higher service level and up to 30 percent less inventory.

And the positive effects are not limited to the supply chain. Companies that persistently practice SCM have been able to boost their overall revenues.

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The roots of supply chain management (SCM) date back at least to the 1980s when an early precursor to SCM concepts called just-in-time (JIT) manufacturing and its cousin, the just-in-sequence (JIS) inventory strategy, emerged. The idea behind JIT was to closely coordinate manufacturers and suppliers’ processes, which required major adjustments to the value chain. Processes had to be linked so suppliers could track the materials consumed by manufacturers. They had to be made more flexible yet also more stable with an eye to improving quality. Shipping processes and cargo carriers had to standardized, for example, with uniform container systems and truck swap bodies. The Japanese concept of Kanban, or the pull principle, was instrumental in making all this work.

The automotive industry and the retail sector, especially, began exploring notions of customer-centric process chains. While retailers came up with the idea of efficient consumer response (ECR), the Toyota production system changed the auto industry. Called the Toyota Way, its core precepts are to eliminate waste throughout the process to achieve Kaizen, Japanese for improvement. This has come to be known as the continuous improvement process, or CIP for short.

The following factors drove and shaped the emergence of SCM:

  • A big-picture view of the total cost of ownership, or TCO, which called for greater cost transparency throughout the supply chain.
  • The transaction costs incurred during the transition of material goods, the need to communicate, misunderstandings, communication problems, conflicts between process participants, and so on.
  • The bullwhip effect, which is an overreaction to unexpected demand caused by lack of transparency regarding actual demand, misinformation, frequent changes in inventory levels at various points in the process chain, and the like.
  • The effects of globalization such as procurement on an international scale, cheap and fast transportation and communication, and worldwide competition.
  • More demanding customers who want goods to be available worldwide, regardless of store opening hours, and insist on better quality.
  • “EMC Digital Universe 2014”, figures and analytics by IDC
  • www.internetlivestats.com
  • CSCMP, Council of Supply Chain Management Professionals, www.cscmp.org
  • My Chain Delivers, October 2009; a study conducted by EBS (European Business School, Universität für Wirtschaft und Recht) Supply Chain Management Institute and McKinsey & Company in cooperation with the German Logistics Association (BVL).
  • Service level measures the performance of a system. Certain goals are defined and the service level gives the percentage to which they should be achieved. Examples: Percentage of calls answered in a call center, Percentage of customers waiting less than a given fixed time, Percentage of customers that do not experience a stockout.
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endless-possibilities

Abstract and Adapt

If a successful industrial manufacturing practice such as SCM is to be applied to publishing, its principles must first be abstracted and then adapted accordingly. One of the key principles of SCM, just-in-time (JIT) delivery, requires a holistic outlook on all participating entities and supply chains.

... the right part

Project-Specific

... in the right quality

Zero Defects

... at the right time

Now

... in the right quantity

One Unit

... to the right place

Here

the right content

Text, picture, video, etc.

... in the right quality

Compelling story and images.

... at the right time

When a task needs to be done.

... in the right package

All elements/information included.

... to the right place

The editor, graphic designer, etc.

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This is the basic idea abstracted from industrial applications and adapted to publishing workflows. Of course, at this point we are still looking at this on a very superficial level with the JIT principle merely serving as a rough road map to our destination, which is greater efficiency in publishing. There are several legs to this journey, the speed, distance and time of which depend largely on the system’s capabilities and the users’ learning curve. However, the advances that have been made in publishing so far are quite similar to the trajectory that developments in SCM took.

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Let us look closer at these four phases:

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Standardize internal processes

The first step is to put in place a system that defines workflows, users, roles and the appropriate permissions, and then coordinates the team’s efforts. This initial phase often demands a great deal of effort. Many contributors are concerned that their creativity will suffer if they are compelled to work with such a system. The company has to make this effort because the payoff comes early, as mid-term results would bear out: Productivity increases as the team has to devote far less time and resources to coordinate their efforts.

The system takes on most of these tasks, and everyone knows exactly when it is their turn to contribute and precisely what has to be done. This makes the workflow so much more transparent and manageable. Project managers and editors-in-chief can ascertain the project’s status at a glance whenever they wish. And the time that is saved on routine chores can be better devoted to enhancing the quality of content.

Standardize external communications

Once internal processes have been standardized, the company must direct its attention outward. Different systems tend to operate autonomously even when they are used by the same teams for a common purpose. Powerful standard interfaces such as a Web Services API and standardized data formats such as XML facilitate data transfer with digital asset management, web content management and other third-party systems.

Outside contributors and remote locations also have to be integrated into the system’s workflows. What’s more, this needs to be done so that the timing of their contributions is just as process-driven as those of in-house staff. With outside workflows redirected into the system, the publishing process becomes more reliable and manageable.

Automate routine tasks

Individual tasks can be automated once external and internal processes have been standardized and mapped to a uniform workflow. This applies mainly to the routine manual chores that are so time-consuming. The system may initiate these automated routines at a specific point in the workflow or at a time to be freely designated by the user. This also conserves resources that can be put to better use in pursuit of greater quality and creativity.

On top of that, automated routines mitigate the risk of errors, for example, when packaging tablet articles or uploading these to the given delivery service.

Synchronize and streamline processes

The final phase never ends in that all processes are continuously improved. More and more tasks are incorporated into the process-driven workflow. Some are accelerated while others that are no longer needed fall by the wayside. Several automated routines can be combined into one new automated process chain. For example, the content for different tablets and smartphones can be automatically extracted from a single layout, converted, packaged and conveyed to the given delivery service for testing or publishing purposes.

In this phase, the central system also controls processes that have been outsourced to connected systems. It loads the incoming results – for example, edited images – back into the actual workflow once the outsourced task has been accomplished. And if the system provides the necessary functions, tasks that have always been performed by outside applications can even be reassigned to the system.

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Benefits on all Levels

While conventional publishing and content management systems are equipped to cover phases 1 and 2, they fare rather less well in phase 3. Many systems are severely limited in their ability to accommodate automated routines. Granted, such routines may be added to and managed in some of these systems, but only with great effort. Phase 4, when it comes time to constantly adapt and improve processes, is the ultimate test of a system’s flexibility and utility.

Only a select few can make the transition to phase 4, but those that do deliver considerable benefits to the user. This is where the abstraction and adaptation of principles culminates, where the philosophy behind supply chain management becomes the Unified Publishing Process.

The benefits are many:

Smooth workflows ...

… driven by synchronized, highly automated processes.

Stable, well-balanced ...

… publishing routines built on rock-solid standardized and harmonized practices.

A lean process ...

… where everyone works with precisely the contents that are needed at the time.

Far fewer errors ...

… with transparent processes, fast feedback and flexible emergency scenarios.

It pays to invest in the Unified Publishing Process because of these many benefits, and especially the cost savings and productivity gains. The UPP not only streamlines processes for a leaner, better workflow; it also enhances the quality of both digital and printed publications.

The Unified Publishing Process provides the technical means for publishers and corporates to enjoy vast improvements in teamwork to deliver efficiently across diverse media, and put organizational and business strategies such as agile publishing and content marketing into practice.

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imprint

Imprint & Privacy

vjoon GmbH, Kieler Straße 103-107, Haus D, 25474 Bönningstedt, Germany
Phone +49 (0) 40 55 69 50 – 0 | Fax +49 (0) 40 55 69 50 – 50 | Email: info@vjoon.com | Internet: www.vjoon.com

Press & Media Contact: press@vjoon.com
Managing Director: Marion Schrader (CFO), Andreas Schrader (CEO)
Register Court: Amtsgericht Pinneberg
Register Number: HRB 4086 | Sales Tax Identification Number as per §27a German ‘Umsatzsteuergesetz’: DE 118574717
Responsible for content as per §6 German ‘MDStV’: Andreas Schrader

Liability Disclaimer: vjoon makes no representations whatsoever about any other Web site which you may access through this one. When you access a non-vjoon Web site, please understand that it is independent from vjoon, and that vjoon has no control over the content on that Web site. In addition, a link to a non-vjoon Web site does not mean that vjoon endorses or accepts any responsibility for the content, or the use, of such Web site.

Information about dispute resolution at a consumer arbitration board: vjoon GmbH is not willing to take part in a dispute settlement procedure at a consumer arbitration board. Platform of the EU commission for an online dispute resolution: www.ec.europa.eu/consumers/odr

Privacy Statement

This version of the privacy statement is effective on and from 25th May 2018.

The following Privacy statement is based on the German version of GDPR called DSGVO. In case of differences between the original German version and the translated English version or in other cases of doubt, the German version applies.

1. Name and address of the controller

The person responsible within the meaning of the Basic Data Protection Regulation, other data protection laws in force in the Member States of the European Union and other provisions of a data protection nature is:

vjoon GmbH

Kieler Straße 103-107, House D

D-25474 Bönningstedt Germany

Phone +49 (0) 40 55 69 50 – 0

Fax +49 (0) 40 55 69 50 – 50

E-mail: info@vjoon.com

Website: www.vjoon.com

2. Name and address of the data protection officer

The data protection officer of the controller:

Stefan Kramer

Fachenfelder Weg 84

21220 Seevetal

Germany

E-mail:

3. General information on data processing

3.1 Scope of processing of personal data

We only process personal data of our users if this is necessary to provide a functional website as well as our contents and services. The processing of personal data of our users takes place regularly only after consent of the user. An exception applies in those cases where prior consent cannot be obtained for real reasons and the processing of the data is permitted by law.

3.2 Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU Data Protection Ordinance (DSGVO) serves as the legal basis.

In the processing of personal data required for the performance of a contract to which the data subject is a party, Art. 6 para. 1 lit. b DSGVO serves as the legal basis. This also applies to processing operations that are necessary to carry out pre-contractual measures.

Insofar as the processing of personal data is required to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c DSGVO serves as the legal basis.

In the event that the vital interests of the data subject or another natural person require the processing of personal data, Article 6(1)(d) DSGVO serves as the legal basis.

If processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f DSGVO serves as the legal basis for processing.

3.3 Data erasure and storage time

The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage ceases to apply. Furthermore, data may be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the person responsible is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

4. Use of cookies

vjoon’s web pages use cookies. Cookies are small files that the browser automatically creates and which are stored on the user’s end device (laptop, tablet, smartphone or similar) when a user visits our online offer. Cookies then store certain information for us, which results in each case in connection with the specifically used terminal. Cookies do no damage to the end device, do not contain viruses, Trojans or other malware. Cookies also do not give us direct knowledge of the identity of the user.

There are different types of cookies: temporary cookies are deleted after the browser is closed, permanent cookies are retained for a specified period of time and can make the stored information available when the online offer is called up again.

Cookies are used to facilitate the use of the service. For example, vjoon uses so-called session cookies to recognize that a user has already visited individual pages of our website. These are automatically deleted after leaving the online offer. In addition, vjoon also uses temporary cookies that are stored on the user’s device for a specified period of time in order to optimize user-friendliness. If the user visits the vjoon website again, it is automatically recognized that he or she has already visited our site and what entries and settings he or she has made so that he or she does not have to enter them again.

The data processed by cookies is required for the above-mentioned purposes in order to safeguard our legitimate interests in accordance with Art. 6 para. 1 sentence 1 letter f DSGVO.

The user can influence the use of cookies. Most browsers have an option that restricts or completely prevents the storage of cookies. Once cookies have been set, they can also be deleted in the browser settings. vjoon makes every effort to ensure that the use of cookies is not necessary. However, it is pointed out that the use and especially the comfort of use are limited without cookies.

5. Creation of log files

Each time you visit the Website, vjoon collects data and information through an automated system. These are stored in the log files of the server.

The following data can be collected:

(1) Information about the browser type and version used

(2) The IP address of the user

(3) Date and time of access

The processing of the data serves to deliver the contents of our website and to guarantee the functionality of our information technology systems. The data of the log files are always stored separately from other personal data of the users.

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user’s computer. The IP address of the user will remain stored for a maximum of one month. An evaluation of the data for marketing purposes does not take place in this context.

The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

Our legitimate interest in data processing pursuant to Art. 6 para. 1 lit. f DSGVO also lies in these purposes.

6. Registration on our website

If the data subject uses the possibility of registering on the website of the controller, providing personal data, the data shall be transmitted to the controller in the relevant input mask. The data are stored exclusively for the purpose of internal use by the data controller.

During registration, the user’s IP address and the date and time of registration are stored. This serves to prevent misuse of the services. The data will not be passed on to third parties. An exception exists if there is a legal obligation to pass on.

Registration of the data is required for the provision of content or services. Registered persons have the possibility to delete or modify the stored data at any time. The person concerned receives information about the personal data stored about him or her at any time.

The legal basis for the processing of data is Art. 6 para. 1 lit. a DSGVO if the user has given his consent.

6.1 Press distribution list registration

vjoon only sends out press releases via the press distribution list. If you would like to receive press releases from vjoon, vjoon requires an e-mail address and information that you agree to receive the press releases. Subscription to the press distribution list is via the double opt-in procedure. vjoon will send you a confirmation e-mail after your registration, which contains a link that you must click to complete your subscription to the press distribution list. vjoon uses your data exclusively for sending press releases. If you no longer wish to receive e-mail messages from vjoon, you may revoke your permission at any time. To be removed from the vjoon email list or vjoon registration database, an email message is sufficient.

The legal basis for the processing of data is Art. 6 para. 1 lit. a DSGVO if the user has given his consent.

7. Newsletter

The vjoon newsletter informs you about vjoon products, blog posts, webinars, events and other interesting, industry-related topics.

If you would like to receive the newsletter offered on the website, vjoon requires an e-mail address and information from you that you agree to receive the newsletter. If you subscribe to our company’s newsletter, the data will be transmitted in the respective input mask to the person responsible for processing.

Subscription to the newsletter is via the double opt-in procedure. After registering, you will receive a confirmation e-mail containing a link that you must click to complete your subscription to the newsletter. When registering for the newsletter, the IP address of the user and the date and time of registration are stored. This serves to prevent misuse of the services or the e-mail address of the person concerned. The data will not be passed on to third parties. An exception exists if there is a legal obligation to pass on.

The data will be used exclusively for sending the newsletter. The subscription to the newsletter can be cancelled by the person concerned at any time. Likewise, consent to the storage of personal data can be revoked at any time. For this purpose there is a corresponding link in every newsletter.

The legal basis for the processing of the data after registration for the newsletter by the user is Art. 6 para. 1 lit. a DSGVO.

8. Possibilities to contact us

On vjoon’s website there is a contact form that can be used for electronic contact to request product demos. Alternatively, you can contact us via the e-mail addresses provided. If the data subject contacts the controller through one of these channels, the personal data transmitted by the data subject shall be stored automatically. This data is stored solely for the purpose of processing or contacting the person concerned. The data will not be passed on to third parties. In order to forward your request to the right partner and to ensure an optimal preparation of your request, we need further data in addition to your e-mail address. This includes first name, surname, company and country. These data are marked as mandatory fields. The underlying purpose corresponds to the legitimate interest of vjoon, Art. 6 para. 1 lit. f DSGVO.

9. Routine deletion and blocking of personal data

The controller shall process and store the personal data of the data subject only for as long as is necessary to achieve the purpose of the data retention. Furthermore, data may be stored insofar as this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject.

As soon as the storage purpose ceases to apply or a storage period prescribed by the aforementioned regulations expires, the personal data is routinely blocked or deleted.

10. Rights of the data subject

If personal data are processed by you, you are affected within the meaning of the DSGVO and you have the following rights vis-à-vis the person responsible:

10.1 Right to information

You can ask the person in charge to confirm whether personal data concerning you will be processed by us.

If such processing has taken place, you can request the following information from the person responsible:

a. the purposes for which the personal data are processed;

b. the categories of personal data processed;

c. the recipients or categories of recipients to whom the personal data concerning you have been or are still being disclosed;

d. the planned duration of the storage of the personal data concerning you or, if specific information on this is not possible, criteria for determining the storage period;

e. the existence of a right to rectification or deletion of personal data concerning you, a right to limitation of the processing by the controller or a right to object to such processing;

f. the existence of a right of appeal to a supervisory authority;

g. any available information on the origin of the data if the personal data are not collected from the data subject;

h. the existence of automated decision-making including profiling in accordance with Article 22(1) and (4) DSGVO and – at least in these cases – meaningful information on the logic involved and the scope and intended effects of such processing for the data subject.

You have the right to request information as to whether the personal data concerning you is transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate guarantees in accordance with Art. 46 DSGVO in connection with the transmission.

10.2 Right to correction

You have a right of rectification and/or completion vis-à-vis the data controller if the personal data processed concerning you are incorrect or incomplete. The person responsible shall make the correction without delay.

10.3 Right to limitation of processing

Under the following conditions, you may request that the processing of personal data concerning you be restricted:

a. if you dispute the accuracy of the personal data concerning you for a period of time that enables the data controller to verify the accuracy of the personal data;

b. the processing is unlawful and you refuse to delete the personal data and instead request that the use of the personal data be restricted;

c. the data controller no longer needs the personal data for the purposes of processing, but you do need them to assert, exercise or defend legal claims, or

d. if you have filed an objection to the processing pursuant to Art. 21 para. 1 DSGVO and it has not yet been determined whether the legitimate reasons of the person responsible outweigh your reasons.

If the processing of personal data concerning you has been restricted, such data may only be processed – apart from being stored – with your consent or for the purpose of asserting, exercising or defending rights or protecting the rights of another natural or legal person or on grounds of an important public interest of the Union or a Member State.

If the processing restriction has been restricted according to the above conditions, you will be informed by the person responsible before the restriction is lifted.

10.4 Right to cancellation

10.4.1 You may require the data controller to delete the personal data concerning you immediately and the data controller is obliged to delete this data immediately if one of the following reasons applies:

a. The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.

b. You revoke your consent on which the processing was based pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a DSGVO, and there is no other legal basis for the processing.

c. You file an objection against the processing pursuant to Art. 21 para. 1 DSGVO and there are no overriding legitimate grounds for processing or you file an objection against the processing pursuant to Art. 21 para. 2 DSGVO.

d. The personal data concerning you have been processed unlawfully.

e. The deletion of personal data concerning you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the data controller is subject.

f. The personal data concerning you have been collected in relation to information society services offered pursuant to Art. 8 para. 1 DSGVO.

10.4.2 If the data controller has made the personal data concerning you public and is obliged to delete them in accordance with Art. 17 para. 1 DSGVO, he shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform data processors who process the personal data that you as the data subject have requested the deletion of all links to this personal data or of copies or replications of this personal data.

10.4.3 The right to cancellation does not exist if the processing is necessary.

a. the exercise of freedom of expression and information;

b. for the performance of a legal obligation required for processing under the law of the Union or of the Member States to which the controller is subject or for the performance of a task in the public interest or in the exercise of official authority conferred on the controller;

c. for reasons of public interest in the field of public health pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 DSGVO;

d. for archiving purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Art. 89 para. 1 DSGVO, insofar as the right referred to in para. 1 is likely to render impossible or seriously impair the attainment of the objectives of such processing, or

e. to assert, exercise or defend legal claims.

10.5 Right to information

If you have exercised your right to have the data controller correct, delete or limit the processing, he/she is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this correction or deletion of the data or restriction on processing, unless this proves impossible or involves a disproportionate effort. The person responsible shall have the right to be informed of such recipients.

10.6 Right to Data Transferability

You have the right to receive the personal data concerning you that you have provided to the person responsible in a structured, common and machine-readable format. In addition, you have the right to pass this data on to another person in charge without obstruction by the person in charge to whom the personal data was provided, provided that

a. processing is based on consent pursuant to Art. 6 para. 1 lit. a DS GMO or Art. 9 para. 2 lit. a DS GMO or on a contract pursuant to Art. 6 para. 1 lit. b DS GMO and

b. processing is carried out using automated methods.

In exercising this right, you also have the right to request that the personal data concerning you be transferred directly from one data controller to another data controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to transferability shall not apply to the processing of personal data necessary for the performance of a task in the public interest or in the exercise of official authority conferred on the controller.

10.7 Right of objection

You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you on the basis of Article 6(1)(e) or (f) DSGVO; this also applies to profiling based on these provisions.

The data controller no longer processes the personal data concerning you, unless he can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to the processing of the personal data concerning you for the purpose of such advertising; this also applies to profiling, insofar as it is associated with such direct marketing.

If you object to the processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

You have the possibility to exercise your right of objection in connection with the use of Information Society services by means of automated procedures using technical specifications, notwithstanding Directive 2002/58/EC.

10.8 Right to revoke the data protection declaration of consent

You have the right to revoke your data protection declaration of consent at any time. The revocation of consent shall not affect the legality of the processing carried out on the basis of the consent until revocation.

10.9 Automated decision in individual cases including profiling

They shall not be subject to a decision based exclusively on automated processing, including profiling, which has legal effect vis-à-vis it or significantly affects it in a similar manner. This does not apply if the decision

a. is necessary for the conclusion or performance of a contract between you and the person responsible,

b. is admissible by law of the Union or of the Member States to which the person responsible is subject and that law contains appropriate measures to safeguard your rights, freedoms and legitimate interests; or

c. with your express consent.

However, these decisions may not be based on special categories of personal data pursuant to Art. 9 para. 1 DSGVO, unless Art. 9 para. 2 lit. a or g applies and appropriate measures have been taken to protect your rights and freedoms and your legitimate interests.

With regard to the cases mentioned in a. and c., the person responsible takes appropriate measures to protect the rights and freedoms as well as your legitimate interests, including at least the right to obtain the intervention of a person by the person responsible, to state his own position and to challenge the decision.

10.10 Right of appeal to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right of appeal to a supervisory authority, in particular in the Member State where you are staying, working or suspected of infringing, if you believe that the processing of personal data concerning you infringes the DSGVO.

The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and results of the complaint, including the possibility of a judicial remedy under Article 78 DSGVO.

11. Passing on the data to third parties

11.1 Newsletter and customer data

We use third-party software to send and track our newsletters. The personal data will be treated strictly confidential by us and by the provider of the newsletter software and will not be passed on to third parties. An order data processing contract within the meaning of Art. 28 DSGVO exists between vjoon as client and the contractor. In addition, we also use CRM software from an external provider. The personal data will be treated strictly confidential by us and by the provider of the CRM software and will not be passed on to third parties. An order data processing contract within the meaning of Art. 28 DSGVO exists between vjoon as client and the contractor.

11.2 Social Media Plugins

vjoon uses social plugins from the social networks Facebook, Twitter, LinkedIn and XING in its online offering on the basis of Art. 6 para. 1 p. 1 lit. f DSGVO in order to make itself better known. The underlying advertising purpose corresponds to the legitimate interest of vjoon, art. 6 par. 1 lit. f DSGVO. Responsibility for the data protection-compliant operation of social networks must be guaranteed by their respective providers.

The integration of these plug-ins by the provider takes place by means of the so-called two-click method in order to protect the users in the best possible way. This means that when a user visits our site, no personal data is initially transmitted to the providers of the plugins. Users can recognize the provider of the plugin by the marking on the box above its initial letter or the respective logo (e.g. for Facebook: white “f” on blue tile or a “thumbs up” sign). We offer users the possibility to communicate directly with the provider of the plug-in via the button. Only if a user clicks on the marked field and thereby activates it, the plug-in provider receives the information that a user has accessed the corresponding website of our online offer. In addition, personal data (in particular the IP address) will then be transmitted to the provider of the respective plugin. In the case of Facebook and Xing, the IP address is anonymized immediately after collection, according to the respective provider in Germany. By activating the plugin, personal user data is transferred to the respective plugin provider and stored there (for US providers in the USA). Since the plugin provider collects data particularly via cookies, we recommend that users delete all cookies before clicking on the grayed out box via the security settings of their browser.

vjoon has no influence on the collected data and data processing processes, nor are we aware of the full extent of data collection, the purposes of processing, the storage periods of the plug-in providers. We also have no information on the deletion of the data collected by the plug-in provider.

The respective plug-in provider stores the data collected about users of our online offer as user profiles and uses these for purposes of advertising, market research and/or demand-oriented design of its own website. Such an evaluation takes place in particular (also for not logged in users) for the representation of demand-fair advertisement and in order to inform other users of the social network about the activities of the users on our website. Users have a right of objection to the creation of these user profiles, whereby a user must contact the respective plug-in provider directly to exercise this right. Through the plugins we offer users the possibility to interact with social networks and other users, so that we can improve our offer and make it more interesting for our users.

The data transfer is independent of whether users have an account with the plug-in provider and are logged in there. If users are logged in with the plugin provider, their data collected by us will be directly assigned to their existing accounts with the plugin provider. If a user presses the activated button and e.g. links the page, the plugin provider also stores this information in the relevant user account and communicates it publicly to the user’s contacts. We therefore recommend that you log out regularly after using a social network, but especially before activating the button, as this avoids any assignment to the profile with the plug-in provider.

Further information on the purpose and scope of data collection and its processing by the plug-in providers is contained in the data protection declarations of these providers notified below. There you will also find further information on the rights of users and the setting options for the protection of privacy within these networks.

a) Facebook Inc, 1601 S California Ave, Palo Alto, California 94304, USA; http://www.facebook.com/policy.php; further information on data collection: http://www.facebook.com/help/186325668085084, http://www.facebook.com/about/privacy/your-info-on-other#applications and http://www.facebook.com/about/privacy/your-info#everyoneinfo. Facebook has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.

b) Twitter, Inc. 1355 Market St, Suite 900, San Francisco, California 94103, USA; https://twitter.com/privacy. Twitter has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.

c) Xing AG, Gänsemarkt 43, 20354 Hamburg, Germany; http://www.xing.com/privacy.

d) LinkedIn Corporation, 2029 Stierlin Court, Mountain View, California 94043, USA; http://www.linkedin.com/legal/privacy-policy. LinkedIn has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.

12. Web analysis by Matomo (formerly Piwik)

12.1 Scope of processing of personal data

On our website we use the open source software tool Matomo (formerly PIWIK) to analyse the surfing behaviour of our users. The software places a cookie on the user’s computer (for cookies see point 4). If individual pages of our website are accessed, the following data is stored:

(1) Two bytes of the IP address of the user’s calling system

(2) The accessed website

(3) The website from which the user has accessed the accessed website (referrer)

(4) The sub-pages accessed from the accessed website

(5) The time spent on the website

(6) The frequency with which the website is accessed

The software runs exclusively on the servers of our website. The personal data of users is only stored there. The data will not be passed on to third parties.

The software is set so that the IP addresses are not completely stored, but 2 bytes of the IP address are masked (example: 192.168.xxx.xxx). In this way it is no longer possible to assign the shortened IP address to the calling computer.

12.2 Legal basis for the processing of personal data

The legal basis for processing users’ personal data is Art. 6 para. 1 lit. f DSGVO.

12.3 Purpose of data processing

The processing of users’ personal data enables us to analyse the surfing behaviour of our users. We are in a position to compile information about the use of the individual components of our website by evaluating the data obtained. This helps us to continuously improve our website and its user-friendliness. For these purposes, it is also in our legitimate interest to process the data in accordance with Art. 6 Para.1lit.f DSGVO. By anonymizing the IP address, users’ interest in protecting their personal data is sufficiently taken into account.

12.4 Duration of storage

The data is stored for a total of 393 days.

12.5 Possibility of objection and elimination

Cookies are stored on the user’s computer and transmitted to our site. Therefore, you as a user also have full control over the use of cookies. You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website in full.

We offer our users on our website the possibility of an opt-out from the analysis procedure. The link for this can be found in the footer next to the imprint (opt-out for user statistics). This link disables web tracking for the website as well as for the blog. In this way, another cookie is placed on your system, which signals to our system not to store the user’s data. If the user deletes the corresponding cookie from his own system in the meantime, he must set the opt-out cookie again.

13. Data protection information for applicants

Responsible in terms of data protection law is:

Stefan Kramer

Fachenfelder Weg 84

21220 Seevetal

Germany

You will find further information about our company, details of the authorised representatives and other contact details in our imprint on our website: https://vjoon.com/legal-information/imprint/

13.1 Which data do we process? And for what purposes?

We process the data you have sent us in connection with your application in order to check your suitability for the position (or any other open positions in our company) and to carry out the application procedure.

13.2 On what legal basis is this based?

The legal basis for the processing of your personal data in this application procedure is primarily § 26 BDSG in the version valid from 25.05.2018. It allows the processing of data required in connection with the decision to establish an employment relationship.

Should the data be necessary for legal prosecution after completion of the application procedure, data may be processed on the basis of the requirements of Art. 6 DSGVO, in particular to safeguard legitimate interests pursuant to Art. 6 para. 1 lit. f) DSGVO. We are then interested in asserting or defending claims.

13.3 How long is the data stored?

Candidate data will be deleted after six months in the event of rejection.

In the event that you wish your personal data to be stored further, please let us know. We will then transfer your data to our applicant pool. There the data will be deleted after two years. If you have won a job during the application process, the data from the applicant data system will be transferred to our personnel information system.

13.4 To which recipients will the data be passed on?

The applicant data is forwarded to the HR department for review and verification. A passing on to third parties or to a service provider does not take place. Suitable applications are then forwarded internally to the department heads for the respective open position. Then the further procedure is coordinated. In the company, only those persons have access to your data who need this for the proper course of our application procedure.

13.5 Where is the data processed?

The data are processed exclusively in data centers of the Federal Republic of Germany.

13.6 Your rights as “data subjects“

You have the right to information about the personal data processed by us to your person.

In the case of a request for information that is not made in writing, we ask for your understanding that we may then require proof from you that you are the person you claim to be.

Furthermore, you have a right to correction or deletion or to restriction of the processing, insofar as you are legally entitled to do so.

Furthermore, you have a right of objection against the processing within the framework of legal requirements. The same applies to a right to data transferability.

13.7 Right of appeal

You have the right to complain to a data protection supervisory authority about our processing of personal data.

This version of the privacy statement is effective on and from 25th May 2018.